RFP for a Data Warehouse
Due September 30, 2014
Hudson School District
Instructional Technology Services
642 Brakke Drive
Suite 101
Hudson, WI 54016
Phone#: 715-377-3709
Fax#: 715-377-3701
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Table of Contents
Introduction .................................................................................................................................................................. 3
District Background ....................................................................................................................................................... 4
Statement of Need ........................................................................................................................................................ 5
Response Guidelines ..................................................................................................................................................... 6
Software Solution (28 points) ....................................................................................................................................... 7
Functionality.............................................................................................................................................................. 7
Usability..................................................................................................................................................................... 9
Integrity ................................................................................................................................................................... 10
Overall Fit ................................................................................................................................................................ 10
Proposed Services (18 points) ..................................................................................................................................... 11
Implementation ...................................................................................................................................................... 11
Project Management .............................................................................................................................................. 11
Training and Support............................................................................................................................................... 13
Vendor Qualifications (14 points) ............................................................................................................................... 14
Company Qualifications .......................................................................................................................................... 14
Staffing Qualifications ............................................................................................................................................. 14
Consultant Qualifications ........................................................................................................................................ 14
References (10 points) ................................................................................................................................................ 14
Proposed Cost (15 points) ........................................................................................................................................... 14
Technical Integration Questionnaire (15 points) ........................................................................................................ 15
Visualization ............................................................................................................................................................ 15
Extraction, Transformation, and Loading (ETL) ....................................................................................................... 15
Pre-Built BI Applications.......................................................................................................................................... 16
Security.................................................................................................................................................................... 17
Web-Enabled Functionality ..................................................................................................................................... 18
Database Support.................................................................................................................................................... 19
Performance and Scalability ................................................................................................................................... 19
System Installation and Tool Administration .......................................................................................................... 19
Evaluation Process ...................................................................................................................................................... 20
Directions for Submission ........................................................................................................................................... 21
Terms and Conditions: ................................................................................................................................................ 21
Special Conditions When Labor is Included in Bid ...................................................................................................... 23
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Introduction
Hudson School District (HSD) is issuing this Request for Proposals (RFP). The focus of this RFP
is to implement, and support a district-wide data warehouse that functions as the central
reporting vehicle of the district; one place where information can be gathered. This warehouse
will replace the current set of loosely-coupled tools and support a district culture of data literate
staff and community. The primary deliverables of this RFP are:
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A district-wide data warehouse
Integration of existing data systems into the district data warehouse
An interface to the data warehouse that provides simultaneous search and retrieval of a
wide range of heterogeneous information resources
Services to users that are web-accessible
Services to users that are customized/customizable
Services regarding management/implementation
A district selection committee will evaluate all proposals and invite selected vendors to the
district for demonstrations in October and November 2014. The final decision by the District on
how to proceed will occur by mid-December 2014. Please see evaluation process for more details.
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District Background
The Hudson School District is located in Northwestern Wisconsin along the St. Croix River Valley
and Interstate 94. Hudson is located only twenty minutes from St. Paul, Minnesota, with a large
number of its residents commuting to the Twin Cities for employment. It covers 77 square miles
in St. Croix County, and includes the City of Hudson, Village of North Hudson, Township of
Hudson, and parts of Troy and St. Joseph Townships. The combined population of the district is
approximately 33,885 people.
The Hudson area is part of the fastest growing region in Wisconsin with the population of St.
Croix County increasing by over 25% in the last ten years. It is increasingly the shopping hub for
the St. Croix Valley with numerous local, regional and national stores. Hudson is also a cultural
center for the St. Croix Valley with a thriving theater and many local artists. Its historic
downtown along the river attracts a great deal of tourist traffic, especially in the summer and fall
months. The industrial parks are home to a wide variety of industries including manufacturing,
trucking, assembly and printing. During the last five years a number of new businesses related to
the e-economy have been established in Hudson. These businesses not only provide employment
for many area residents, but also work-based learning sites for many Hudson High School
students enrolled in the Youth Apprenticeship Program.
The Hudson School District serves over 5600 students through a comprehensive PK-12 education
program. Through highly trained and deeply dedicated staff, innovative education programs, and
the support of our community, we offer students and families a world of opportunities.
The District consists of six elementary schools, a middle school for grades 6-8, one four-year high
school, and district administrative offices. The District employs 852 employees making it the
largest employer in St. Croix County. Hundreds of community volunteers and an Education
Foundation support the District in its mission.
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Statement of Need
Earlier inquiry concluded that HSD would be best served to develop and implement a
district-wide information management system that would be able to store and report its wide
variety of data. The current set of tools is loosely-coupled and has limited ability to meet the
needs of district staff. At present staff are unable to utilize the great variety of existing data as
it is difficult to access quickly (data currently sit in different and sometimes isolated pockets
within the district) and efficiently. Additionally, departments are being overwhelmed with
requests from external partners and granting agencies requesting data regarding their
programs.
We look forward to integrating current data stores into a comprehensive warehouse. The
following table displays the priority data systems that we plan to integrate into a data warehouse
in the first phases; we do envision growing a data warehouse to encompass other data stores as
we continue use data for student learning. Please note: all systems have several levels of
restricted access data ranging from severely restricted by federal law to publicly accessible by
federal law.
Table 1. Priority Systems for Integration
System
Description
Assessment
Information regarding all
assessments in the district
including state standardized
MCAII, ACT, MAP benchmark
(most are imported into Skyward
already)
Information regarding student
demographics and enrollment,
and discipline
Information regarding students
with special educational needs
Information regarding district,
school and program budgets
Information regarding the health
and wellness of students
Information regarding human
resources, staffing, certifications,
professional development, etc.
across the district
Information regarding student
counseling and post graduation
plans
Information on specific reading
and math interventions
Skyward Student Information
System
Skyward Student Information
System
Skyward Financial Information
System
Skyward Student Information
System
Skyward Human Resources
System, WECAN
Naviance
RtI Programs such as Read 180,
Academy of Math, Academy of
Reading
Current Department of
Responsibility
Learning Support Services
Information Technology
Learning Support Services
Financial Services
Student Health & Wellness under
Learning Support Services
Human Resources
Guidance and Related Services
under Learning Support Services
Learning Support Services
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Response Guidelines
Vendors shall submit 6 copies of each proposal following the general requirements:
Each copy shall be bound with the Vendor‘s name and address and marked ―Hudson School
District Proposal for Data Warehouse on the outside front cover. Each page in the binder must
be numbered consecutively in Arabic numbers from the beginning of the proposal (Introduction
Letter) to the end, and a tab sheet with a title keyed to the Table of Contents must separate each
major section. Additionally, there should be two separate pages with the following information:
1. The vendor profile: the name, title, address, telephone number and email address(es) of the
contact person(s) responsible for clarifying proposal content and for approving any agreement
with HSD.
2. The product profile: product name, description, current release level, date current release level
was available, projected date for the next release, current products install base, industry verticals
of installation, number of installations, breakdown of installations/users.
Answers to all questions on the following pages should be addressed by section: Software
Solution, Proposed Services, Vendor Qualifications, References, Proposed Cost, and Technical
Integration. Please explain any yes/no answer as needed.
The page format shall be as follows:
Text shall be on ―8 ½” x 11” paper in the portrait orientation with the following additional
criteria:
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Text shall be double-spaced
Font shall be a minimum of 10 point
Graphics test spacing should not be smaller than 8 point
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Software Solution (28 points)
A vendor’s proposed software solution is worth twenty-eight (28) points. Points are earned
based upon the proposed solution‘s ability to satisfy HSD‘s criteria in five areas: functionality,
usability, integrity, technical integration and overall fit.
Functionality – How well does the proposed solution meet HSD‘s practical and operational
needs? (see list of questions to address below) Does this solution:
1. Incorporate multiple points of entry for data input and cleaning from district departments and
offices?
2. Manage a variety of data (e.g., demographic, achievement, perception, and program)?
3. Manage several levels of data within one category (e.g., state assessment data, formative
assessment data, benchmark assessment data, national assessment data)?
4. Incorporate strategies to compare categories of data for reporting (e.g., demographic data such
as enrollment in AP courses and assessment data such as MCAII scale scores)?
5. Provide live and static data/reports for monitoring?
6. Provide several levels of information disaggregation (e.g., district, school, teacher, student,
program)?
7. Provide reports in consistent formats that are visually appealing?
8. Provide information to multiple constituent groups?
9. Provide environments for a spectrum of users from very novice to expert, power users?
10. Display data in a variety of ways (e.g., charts, graphs, tables)?
11. Incorporate the ability to display both summary and detail data in one report?
12. Integrate scorecard/dashboard capabilities that map to the district‘s Strategic Plan that can
be used to develop further reports?
13. Integrate scorecarding capabilities including synthesized view of the organization and each
school, tracking against goals, set thresholds, customize status indicators, and annotation to
highlight critical information?
14. Capable of handling slowly changing dimensions in order to track a student as he/she moves
from one school to the next or as his/her status changes over time (FRL, LEP, etc.)?
15. Allow the user to drill down, up, or sideways through the data so that when presented with a
summary level view be able to drill down to a detail-level or across/along a particular dimension?
16. Allow the user to drill down to a particular test score, student ID, or transaction?
17. Allow growth/extensions to encapsulate areas specific to our district without noticeable strain
on in-house resources?
18. Predict growth in data points based on current and past information?
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19. Produce user statistics at desired and regular intervals?
20. Weight and combine various scores in order to create a new data point for a student?
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Usability – Usability encompasses the proposed solution‘s ability to be convenient to users such
that the tool is seen as a value and an asset to the organization. Proposals should address the
following questions:
1. Does the proposed solution have an intuitive ―look and feel? Does it appear easily accessible?
2. How does the proposed solution build in on-the-spot support for users? Does it have built-in
mechanisms for support while users are in the system?
3. Will it be easy to use? What training will users need? Does it invite users to go further,
investigate more data?
4. Does the proposed solution offer a consistent color-coding scheme so that regardless of the
report or query being viewed the user can quickly identify areas needing improvement?
5. Does the proposed solution provide single click access or dashboard style reporting so that a
user with minimal effort can find relevant and timely information?
6. Can the proposed solution alert users when a certain data threshold is met? Can this be based
on trend? Percentage change? Can the user 'subscribe' to or personalize these alerts?
Example: A principal should be alerted via e-mail when a student has over 'N' absences in a
given marking period.
7. Does the proposed solution offer a professional report design interface that would allow a
power user to create a highly formatted, multi-query report or dashboard? Does the same
solution offer a separate, easy-to-use interface for the casual user to create their own ad-hoc
queries or reports? Do these interfaces use the exact same meta-data for consistent reporting of
information?
8. Does the proposed solution allow power users to create highly formatted, multi-query reports
or dashboards without knowing query language or complex database concepts?
9. Does the proposed solution allow users to group, sort, and filter data in each report?
10. Does the proposed solution allow users to share reports and templates?
11. Does the proposed solution allow users to save reports for later use?
12. Does the proposed solution allow users to export reports and data into other file formats?
13. Does the proposed solution have any financial or statistical functions?
14. Does the proposed solution allow/disallow users to print reports?
15. Does the proposed solution allow levels of security for user role groups?
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Integrity – Integrity encompasses the proposed solution‘s capability to aid the district in
manipulating data in a straight-forward, sound manner in accordance with our mission and
vision. HSD must ensure that appropriate levels of security are implemented and maintained in
order to protect the integrity and reliability of its Information Technology resources, information,
and services. HSD resources, information, and services must be available on an ongoing basis,
with the appropriate infrastructure and security controls to ensure business continuity. HSD
will evaluate a proposed system‘s design and architecture for how well it ensures the
confidentiality and integrity of HSD data and assets. Proposals should address the following
questions:
1. Can the proposed solution be implemented as a role-based solution?
2. Can reports be created so that a report developer is able to build a single report to meet the
needs of several individuals?
3. Are any java-applets or plug-ins required that would be a security risk or maintenance
consideration?
4. Can end users‘ ad hoc reports and dashboards be governed by the central administration?
5. Are system security and architectural design features sufficient to avoid security issues?
6. Are there processes or tools to track security or control export options?
Overall Fit – Overall fit will be assessed using responses to specific requirements and
information gained during interviews, product demonstrations, and site visits.
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Proposed Services (18 points)
A proposer‘s proposed service package is worth eighteen (18) points. Points are earned based
upon the proposer‘s ability to satisfy HSD‘s criteria in three areas: implementation approach,
project management, and training and support
Implementation – The implementation of the warehouse is crucial. To that end, proposal
should specifically address the vendor‘s plans for roll-out of the proposed solution including
introduction to entire district community, phases of roll out implementation outcomes,
monitoring and vendor phase out. When crafting the implementation plan the following
questions should be used:
1. Development and Implementation Approach – Has the proposer analyzed the current situation
adequately and accurately? What level of professionalism and competence does the proposer‘s
work reflect? Is the implementation plan feasible? Will it be effective and efficient? Does the
project work plan appear reasonable, effective, and feasible? Is the proposed development and
implementation approach sufficiently flexible?
2. What is the quality of the support the proposer will supply to assist HSD staff? Will the
proposed defect tracking and problem resolution process be effective? Will the HSD project
leadership participate in analysis, classification, and establishment of priorities for suspected
defects?
3. Will the data conversion strategy be effective? What will be the burden on HSD staff?
4. Will the system documentation provided by the proposer facilitate knowledge transfer and
ensure that appropriate personnel are able to support and maintain the deliverables provided
under this project?
Project Management – The proposal should specifically address the proposed responsibility of
managing the implementation of the solution. The proposer should submit a project work plan
including a description of the schedule, tasks, deliverables, critical events, task dependencies,
and a payment schedule consistent with the remaining content of the proposal. Additionally,
the proposal should address the following:
1. What is the level of communication planned with key stakeholders?
2. How do you plan for reporting project status to serve the needs of HSD project leaders?
3. Does the approach recognize and address appropriate HSD involvement in risk and issue
management?
4. How will you address scope creep and risk?
5. What is the quality and timeliness of information that will be available about a proposed scope
change?
6. How do you involve HSD staff participating in the project and enable the staff to contribute
appropriately?
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7. How do you ensure that deliverables require limited modification when submitted for approval
and acceptance?
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Training and Support – Proposals should specifically address the proposer‘s capacity and
ability to design and develop the training, execute, evaluate and provide instructional handout
course materials for not only on-site professional development but also user support. Training
and support sections should include, but are not limited to answering the following questions.
Additionally, proposals should include a detailed training and support estimate.
1. What levels of Service Level Agreements do you provide?
2. Does your company have a knowledge base on the web to search for problems/solutions?
3. Does the support organization track and report the time it takes to resolve problems?
4. Does the support organization have goals for problem resolution by severity level?
5. Do you have a formal process for resolving critical bugs as well as an emergency response team
to solve critical production issues?
6. Does the company offer product training? Is this an internal service or external service
provided by a third party vendor?
7. Does the vendor provide ‗train the trainer‘ classes?
8. Do you provide computer-based training (CBT)?
9. Is training offered locally? Nationally? Please describe and list the training centers offered
for our specific locations?
10. Do you have a professional services organization with a strong understanding of K-12 best
practices and proven fast time to results?
11. Do you have a local support program?
12. Do you have user groups? How often and where do they meet?
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Vendor Qualifications (14 points)
Vendor qualifications (including any subcontractors) are worth fourteen (14) points. All
proposals must address both company qualifications and staffing qualifications.
Company Qualifications – The proposal should specifically address the vendor‘s financial,
operational, and staffing capacity to provide proposed services. HSD reserves the right to access
a Dun and Bradstreet report for any vendor that submits a proposal. Address the following:
1. Company history and size
2. Company financial strength, market stability, availability of backup staff
3. Current customer count
Staffing Qualifications – Proposals must include a section that provides the names and titles of
individuals who would comprise a project team. For each individual on the proposed project
team, include resumes. Short biographies are appropriate and optional. Proposers are
required to submit, at minimum, one candidate for the role of project manager.
Consultant Qualifications – In the event the proposed vendor engages in using consultants to
implement projects, describe the level of involvement the consultants will have at each stage of
the project, the experience of the consultants, the location of consultants. Additionally, provide
resumes for all proposed consultants.
References (10 points)
Proposer‘s references will be worth ten (10) points. A proposer must submit a list of at least
three (3) K-12 public school system references with which the proposer has performed these types
of services within the past five (5) years. The list must include the name of the agency or
institution, persons to contact, their telephone numbers, e-mail addresses, the nature and size of
the contract and the contract duration.
Proposed Cost (15 points)
Proposer‘s cost proposal will be worth fifteen (15) points. HSD will consider both the cost of
implementation and maintenance and support costs for five (5) years following implementation.
Proposer must provide a comprehensive cost proposal using—in addition to narrative
explanation—cost information which will be reviewed independently of the other scoring and only
after scoring of other requirements has been completed.
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Technical Integration Questionnaire (15 points)
Please answer the following questions as specifically as possible.
Visualization
1. Does it allow drill through to other data sources, such as a multidimensional cube or relational
database for continued analysis?
2. Does this tool offer a variety of graphs such as gauges, pie, swatch, line, bar, 3D bar and map
charts?
3. Is this tool available in a client and web environment?
4. On what platforms can this tool reside?
5. Does this tool use your existing security structure?
6. Does the solution offer the ability to create a powerful visual dashboard presentation of data
that allows business users to view several "reports" at once and see how they correlate to one
another?
7. Do users have the ability to manage trends in their business as they unfold geographically?
Extraction, Transformation, and Loading (ETL)
1. What databases are supported as sources/targets? Has this solution been specifically tested
with Skyward products and found to seamlessly integrate?
2. Do all tools/components come from and are supported by a single vendor?
3. Does the solution provide history preservation through logic for slowly changing dimensions?
4. Is the ETL provided out of the box leveraging a graphical ETL tool vs. SQL* scripts which
require manual editing?
5. Can we extend the solution to include alternate data without having to develop SQL* scripts?
6. Can we determine which dimension and fact tables I want to be updated as complete refresh
vs. changed data capture vs. slowly changing dimensions?
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7. Does the solution leverage the power of MOLAP* to ensure fast consistent performance and
end user experience when analyzing data?
8. Can we build dimensional data marts and shared dimensional data warehouses?
9. How does it integrate with query and analysis functionality?
10. Can it manage shared conformed dimensions between Datamarts to reduce database size and
maintenance?
11. How is data integrity secured?
12. Can the solution be deployed in a Windows server environment? Please list server
specifications.
13. Is the solution available with vendor hosting versus district run servers? If so, please
submit both cost formula options in the proposal.
14. What are some typical considerations during the data-cleansing phase.
Pre-Built BI Applications
1. What pre-built BI* applications do you provide, i.e., Accounts Payable, Sales Analysis, etc?
2. Does this solution provide source target mappings out of the box or are mappings a service
exercise?
3. Was the application built from a business model or from available data?
4. Does your solution provide loading utilities to simplify loading of historical data?
5. Is configuring the solution to your specific ERP* implementation a services and coding exercise
or is it part of the standard configuration through parameters and wizards?
6. Does it provide business key performance indicators and sample reports?
7. Does it have pre-configured relational and OLAP (online analytical processing) data models for
multidimensional analysis and reporting?
8. Is logic for history preservation or slowly changing dimensions available?
9. Does the solution capture transaction-level detail in the data mart out of the box or is this a
service exercise?
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10. Does it offer a customization guide so users can tailor the reporting application to their ERP
implementation?
11. Does it have a configuration wizard that simplifies installation and configuration of pre-built
applications?
12. Does it have the ability to incorporate both ERP and non-ERP data, such as competitive
information and business-to-business data into the data mart?
Security
1. Can user access be restricted to the individual data elements level?
2. Can user access be restricted by data values?
3. Can user access be restricted to the database level?
4. Can ―user classes/groups be created? Can they have different access to databases and data
elements?
5. How is end-user access maintained?
6. How easy is it to add a new user?
7. How easy is mass users import capability?
8. Can your tool inherit security levels based on current Skyward security groups?
9. Does your tool allow authentication from another application?
10. Does your tool provide secured access across the entire solution?
11. How are end-users and administrators authenticated to your product?
12. How do end-users and administrators gain access to reports, data sets, etc. (e.g., via roles)?
13. Please fully describe how reports and data are protected from unauthorized users?
14. What level of encryption is used on passwords, data, reports, etc.?
15. Questions on security must also pass the security criteria set by regulators or industry
standards such as HIPPA*.
16. Does your product provide audit trails?
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17. Does it detect and defeat encrypted application attacks?
18. Does it prevent the leakage of sensitive district data?
Web-Enabled Functionality
1. Which browsers are supported?
2. Do you provide an integrated portal environment?
3. Does the web solution incorporate Java and/or ActiveX components?
4. Is a plug-in required?
6. Can an administrator or user schedule reports to run on the web?
7. Can output be scheduled for unattended execution?
8. Can scheduling be event driven?
9. Is there load balancing across server components?
10. Is support for Secure Socket Layers (SSL) available?
11. Can the server components be distributed? Describe.
12. Can you bookmark locations?
13. How is printing rendered?
14. Do you have a managed reporting environment that supports a variety of report outputs,
subscriptions and organization of reports that are meaningful as well as provide a search facility
for finding reports?
16. Can it do complex querying in a web environment, such as performing calculations and
functions, again with zero-footprint?
17. Do you offer a web-based OLAP solution in addition to client/server? If so, which components
of your solution are common to both environments?
18. Is the OLAP solution a zero-footprint application providing the ability to slice/dice/drill,
create cross-tab/nested cross-tab, graphs and charts, and display data in various formats with
relative ease and speed?
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19. Does your product offer real-time data access in a zero-footprint environment?
20. Does it have web-based ad hoc navigation and exploration of datasets?
21. Does it have web-based query creation and modification capabilities?
Database Support
1. What databases do you support natively? Please list:
2. Does your product provide backup solution?
Performance and Scalability
1. Does the product support a substantial increase in data size, frequency and complexity of
end-user queries?
2. How is performance measured within your product?
3. How does the product scale to future expectations?
System Installation and Tool Administration
1. What are the platform and system requirements of your product?
2. Please describe the overall architecture of your product (e.g., Client/ Server, two-tier/ three-tier
architecture, etc.), including how your product functions in a geographically distributed
environment.
3. Please describe the steps involved in installing your product.
4. Please list the administrative functions that are included in your product (e.g., defining roles,
backup/recovery, etc.).
5. How do tool administrators detect when your product requires additional hardware or requires
human intervention (e.g., to restart a process, etc.)?
6. How often are major/minor software upgrades available? How would we be notified of a new
software release?
7. How are software upgrades distributed to end-users?
8. Are there ways to make the upgrade process transparent to the end-users?
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Evaluation of the proposals will proceed as expeditiously as possible and successful, as well as
unsuccessful, notification will be given. In evaluating the proposals, HSD reserves the right to
use any or all of the ideas from the proposals submitted without limitation and to accept any part,
or all, of the successful proposal in selecting an operation which is judged to be in the best interest
of the Hudson School District. All material submitted becomes the property of HSD.
Evaluation Process
HSD will conduct a comprehensive and fair evaluation of proposals received. The evaluation
process will include input from district stakeholders, vendor references, on-site demonstrations
and other relevant sources of information regarding the vendors and its products and services.
The evaluation process includes the following steps:
1. Initial Screening – HSD will create a team to evaluate the proposals and to check the
references and background information provided by proposers. The proposal will be scored in
accordance with a weighting scheme established by HSD. A preliminary score will be given to
each proposal. Only proposals conforming to our criteria in this RFP will pass the initial
screening. Any proposal failing to satisfy either the submission requirements or minimum
proposal standards may be rejected without consideration.
2. Interviews, Product Demonstrations, and Site Visits – Based upon the preliminary evaluation
and the results of the reference and background checks, HSD may interview a proposer and
request proposer to participate in the on-site reviews. Reviews will consist of demonstrations
with key HSD interest groups including, district administrators, principals, program
coordinators, and teachers. During the interview or demonstration, a proposer may clarify or
expound upon—but not alter or change in any way—its written proposal. An interview or
product demonstration will last no more than 90 minutes. The agenda will be tightly structured
and followed to ensure that each proposer invited to give an interview or product demonstration
is given a similar forum. Before a product demonstration, HSD may give a proposer a list of
reports that are widely requested and/or used in schools and programs. Additionally, HSD may
visit one or more sites where a proposed solution is installed and running.
3. Best and Final Offer – HSD may, at its sole option and discretion, either accept a proposer‘s
initial proposal by awarding a contract or enter into further discussions with one or more
proposers whose proposals are deemed best qualified to be considered for an award. Following
these discussions, each of the proposers deemed best qualified by HSD may then be allowed to
submit a Best and Final Offer for HSD consideration.
4. Final Evaluations – HSD will conclude the proposal evaluation process with final evaluations
and rescoring of the best qualified proposals using the knowledge gained through interviews,
product demonstrations, site visits, and the proposers‘ Best and Final Offers. HSD reserves the
right to decline all offers or postpone award if proposals do not meet the District’s expectations.
HSD reserves the right to use all pertinent information (also learned from sources other than
disclosed in the RFP process) that might affect the judgment as to the appropriateness of an
award to the best evaluated proposer. Information on a service provider from reliable sources,
and not within the service provider‘s proposal, may also be noted and made part of the evaluation
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file. HSD shall have sole responsibility for determining a reliable source. HSD reserves the
right to conduct written and/or oral discussions/interviews after the proposal opening. The
purpose of such discussions/interviews is to provide clarification and/or additional information to
make an award that is in the best interest of HSD.
Directions for Submission
Submit 6 copies of each proposal.
Vendor proposal in response to this RFP must be received at:
Hudson School District
Information Technology Services
ATTN: Nancy Toll
642 Brakke Drive
Suite 101
Hudson, WI 54016
no later than 3:00 p.m. Central Standard Time on September 30, 2014 in order to be considered.
Postmark dates will not be considered as the basis for meeting any submission deadline. All
proposals must be submitted in writing in sealed envelopes or cartons.
Vendor Questions:
All questions must be submitted in writing and must be submitted via e-mail to
tollnl@hudson.k12.wi.us .
Responses to all vendor questions will be in writing via the following web page:
Terms and Conditions:
SEALED RESPONSES for furnishing material, labor, or material and labor combined as
specified below will be received by the HSD Instructional Technology Department, 642 Brakke
Dr, Suite 101, Hudson, until 3:00 P.M., September 30, 2014 at which time the offers will be
publicly opened. See the second page of this form for other terms, conditions and instructions to
the specifications.
IMPORTANT
This response is your offer to perform or supply the subject matter under "Description" below. If
this offer is judged to be the lowest responsible proposal or the most responsive proposal meeting
specifications, applicable Performance Bond, and Certificate of Insurance as stated in the
specifications or terms and conditions must be in our hands before an order will be issued to
enable you to commence. This response, our order, and the plans and specifications will
constitute the contract between us.
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DESCRIPTION
Furnish all labor, materials, equipment and services necessary for and incidental to the
DISTRICT-WIDE DATA WAREHOUSE for the Hudson School District.
All work is to be performed in accordance with plans and specifications available from:
tollnl@hudson.k12.wi.us
Questions regarding this project should be referred to: tollnl@hudson.k12.wi.us
Submit all documents and pricing per specification directions. On the package in which you
return your proposal, clearly indicate the following:
COMPANY NAME, RFP NAME, OPENING DATE, OPENING TIME
Failure to do so may result in rejection of your proposal.
Preparation Instructions
Responses must be signed by an individual who is authorized to make representations and
commitments on behalf of the company. Facsimiles or photocopies of your bid and/or bond are
not acceptable; signatures must be original. Responses must be typewritten or written legibly in
ink; penciled offers are not acceptable. Interlineations, alterations and erasures must be initialed
by the signer of the bid. Quote lowest prices F.O.B. delivery point with no shipping charges
added. Show unit prices extended to totals. Do not include sales taxes or Federal excise taxes in
your response. School districts are exempt from these taxes on their purchases. This exemption
does not include such taxes on your purchases.
Award Requirements
Responses must remain open and subject to acceptance until an award is finalized, or a minimum
of 60 days following the date of the bid opening. Awards will be made to the lowest responsible
bidder or most responsive proposal quoting in accordance with the specifications. The School
District reserves the right to reject any or all bids or portions thereof.
Affirmative Action
All vendors submitting bids/proposals must comply with the School District’s affirmative
requirements and procedures. Vendors will furnish affirmative action plans, information and/or
reports as requested by the School District.
Material Safety Data Sheets (MSDS)
Vendors bidding any materials which have safety requirements must submit MSDS to the School
District for each product.
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Special Conditions When Labor is Included in Bid
1) Prevailing Wage
The School District shall not enter into a contract with any vendor for goods and service which
does not as a minimum, pay its employees at the prevailing wage rate. For purposes of this policy,
prevailing wage rate shall mean the hourly basic rate of pay plus the contribution for health and
welfare benefits and any other economic benefit paid to the largest number of workers engaged in
the same class of labor within the area. Wage determination of the U.S. Department of Labor
shall serve, wherever applicable, as the standard for compliance with this policy. In no event
shall the prevailing wage rate be deemed to be less than a reasonable and living wage.
2) Performance & Payment Bond
A performance bond and a labor and materials payment bond, each in the full amount of the
contract, is required if the contract includes labor and exceeds $50,000.00.
3) Response Time
The successful vendor will have ten working days after receipt of Notice of Intent to Award, to
return the required documentation, such as performance and payment bonds, certificate of
insurance, and contract forms to the Financial Services Department. Failure to respond within
the required ten working days may result in the award going to the next lowest responsible
bidder/proposer meeting specifications.
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